Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #200520-7086CL-001

Introduction



Do you possess strong interpersonal skills? Do you thrive in a fast-paced, multifaceted work environment? If so, please consider a position with us.

At the State of Connecticut, Department of Children and Families (DCF), we are partnering with communities and empowering families to raise resilient children who thrive. We are comprised of fourteen (14) area offices, 2 facilities, the Wilderness School, and Central Office. The Department of Children and Families is seeking to fill an Office Assistant within the Waterbury Area Office. DCF invites interested candidates to apply for this full-time, 40 hours per week, position located at 395 West Main Street, Waterbury, CT 06702. The schedule for this position is Monday-Friday, the hours are 8am-5pm.

This Office Assistant will provide clerical support to child protection social workers, along with working with the public at the receptionist area.

Additional responsibilities will include, but are not be limited to:
  • Participate in meetings/trainings
  • Prepare meeting minutes
  • Develop and maintain Excel spreadsheets
  • Monitoring/updating logs for tracking purposes
  • Filing/preparing closed records
  • Sorting/distributing mail, postage machine
  • Assist with the DCF record preparation for scanning
  • Using the copy/fax machine
  • Assist with front desk duties, interact with the public
  • Typing Court petitions
  • Notarize legal documents
  • Assist with E-filing of legal/Court documents
The ideal candidate will possess:
  • Effective written and oral communication skills, proper grammar, punctuation and spelling
  • Organizational skills
  • Interpersonal skills
  • Must be able to handle information of a highly confidential nature
  • Experience accurately processing high volumes of work in a fast-paced, dynamic environment
Incumbents must possess a valid Motor Vehicle license as travel is required for training, coverage and team meetings

Selection Plan

Due to the volume of applications anticipated, the Department of Children and Families is unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

Please ensure that your application is complete and it includes how your experience meets the preferred qualification as listed in this posting. (Please include your resume within the "Resume Tab" of your application). You will be unable to make revisions once you submit your application into the JobAps system.

At any point during the recruitment process, applicants may be required to submit additional documentation which supports their qualification(s) for this position. These documents may include performance reviews, attendance, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. You do not have to attach these documents to your application submission.

This posting MAY require completion of additional referral questions, which will be sent to you via email after the closing date. Please regularly check your email for notifications. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration. 

Should you have any questions pertaining to this recruitment, please contact Catherine Santiago, Catherine.Santiago@ct.gov

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.

3. CORRESPONDENCE: Composes routine correspondence.

4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

5. INTERPERSONAL: Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.

6. PROCESSING: Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; processes a variety of documents in determining routine case status; exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter; processes purchase requisitions/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

PREFERRED QUALIFICATIONS

Preference will be given to applicants with the following experience and training:
  • Experience working with the public
  • Proficiency in Microsoft Office Suite (Outlook, Excel, Word, etc.)
  • Strong interpersonal and communication skills
  • Experience ordering supplies and maintaining inventory
  • Ability to work independently and as part of a team
  • Excellent customer service skills

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.